SARMa project developmentWP1 Project management and

coordinationSARMa internal handbook

Alianta d.o.o., Ljubljana

Split, 4-5 February 2010

Main milestones

Submission of 5 Partner reports (October – November 2009)

Submission of first Progress Report (1 December) Time consuming, a lot of paperwork – but we

learned a lot, next time it will be much easier Updated Handbook New PPR model

Why SARMa, why we are here

SEE – territorial cooperation programme Individual and common benefits Why are we doing this? What will be the benefits? What will we learn? Who will we meet?

Project management Achieving project aims and objectives Achieving desired impact in cooperating

organisations and at stakeholders Preparing planned deliverables Project management aims to

– Make implementation effective– Assure proper reporting– Enable receiving EU funds

SARMa internal handbook

Aims of the handbook

Structure of the handbook

Useful templates

Aims of the handbook

Compile most important project management topics One source of most important instructions To make project management

– easier– more effective– less time consuming

Aims of the annexes & templates

To simplify the work of partners

To minimise time needed for the preparation of documents

To have unified SARMa visual identity

Structure of the handbookI. Glossary

II. Project organisation

III. Contractual relations

IV. Project changes

V. Information and publicity

requirements

VI. Management plan of the

project

VII. Guidelines for preparation of

outputs

VIII.Internal and external

evaluation

IX. Financial management

X. Reporting

XI. Monitoring and audit

ANNEXES – TEMPLATES!!!

II. Project organisationLEAD PARTNER

PROJECT MANAGERTHEMATIC PROJECT MANAGER

STEERING COMMITTEE

1 REPRESENTATIVE OF EACH PARTNERPROJECT MANAGER

COMMUNICATION MANAGER

JOINT TECHNICAL

SECRETARIAT

QUALITY MANAGEMENT BOARD

WP LEADERSPROJECT MANAGER

COMMUNICATION MANAGER

WP 2WP Leader

WP Deputy Leader

WP 3WP Leader

WP Deputy Leader

WP 4WP Leader

WP Deputy Leader

WP 1WP Leader

WP Deputy Leader

WP 5WP Leader

WP Deputy Leader

ACTIVITIESActivity Leader

Core Group Other Involved

PartnersObservers

ACTIVITIESActivity Leader

Core Group Other Involved

PartnersObservers

ACTIVITIESActivity Leader

Core Group Other Involved

PartnersObservers

ACTIVITIESActivity Leader

Core Group Other Involved

PartnersObservers

ACTIVITIESActivity Leader

Core Group Other Involved

PartnersObservers

ADVISORY BOARD

3 EXTERNAL EXPERTS

NATIONAL CONTROLLERS / NATIONAL CONTACT POINTS / IPA CONTRACTING AUTHORITIES

III. Contractual relations

Subsidy Contract Partnership Agreement Annex soon IPA Grant contracts 10 % partners and procedures

External expertise & public procurement !!!

Contractual relations – ANNEXES

Notification to the LP on project change

Template for the Report of a subcontractor

Template for the Partner’s confirmation about accurately implemented external service

IV. Project changesProcedure

Type of project change No previous approval; No change of

Subsidy Contract Previous approval and Addendum to

Subsidy Contract

Partnership change X Always need MA or MC decision

Project content change X Always need MC decision

Budget reallocation between Project Partners

X Need MA or MC decision Can be requested only once

Budget reallocation WP Until cumulated amount of reallocation(s) remain below 20% of the Project budget of ERDF project partners;

JTS to be informed in Progress Report

In case cumulated amount of reallocation(s) exceed 20% of the Project budget of ERDF project partners

Need MC decision Can be requested only once

Budget reallocation Budget Lines

Until cumulated amount of reallocation(s) remain below 20% of the Project budget of ERDF project partners

JTS to be informed in Progress Report

In case cumulated amount of reallocation(s) exceed 20% of the Project budget of ERDF project partners

Need MC decision Can be requested only once

Project duration prolongation X Need MA or MC decision Can be requested only once

Administrative changes JTS to be informed in Progress Report X

V. Information and publicity requirements,organisation of events

Visibility & communication = our shared responsibility WP2 – Communication plan with detailed instructions

To be respected with ALL internal and external communication External communication use 3 logos AND disclaimer Internal communication use the 3 logos in header Other logos: can be placed in the footer/common agreement

Visual identity – TEMPLATES

Meeting templates:– Meeting agenda– Meeting minutes– Attendance list– Checklist for meetings/events – Evaluation Questionnaire for

Meetings– Evaluation Report for Meetings– Badges for participants– Registration form

Dissemination report !!!WordPPTPoster

VI. Management plan of the project WP/activity Duration Leaders Outputs Results

5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 101 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30

WP1TRANSNATIONAL PROJECT MANAGEMENT AND COORDINATION GeoZS 274.869,60 EUR

1.1 Thematic project management GeoZS 26.894,00 EUR

1.2 Administrative and financial project management (R=reporting) R R R R R GeoZS 123.922,00 EUR1.3 Project meetings IT HR RO GR SI GeoZS 92.513,60 EUR1.4 Internal and external project evaluation GeoZS 31.540,00 EUR

WP2 COMMUNICATION AND DISSEMINATION TUC 334.952,28 EUR

2.1

Awareness-raising promotional activities: communication strategy, press conferences, website, promotional campaigns and materials: 2 leaflets (start and medium of project), brochure, posters TUC

METE, IGME, MINGORP, ANPAR, ER, GeoZS

1 Communation strategy and plan30 Articles published in professional magazines (2 per partner) (O1)1 Project website (O17)10 Press conferences – with each event and kick-off meeting (O2)4950 Promotional leaflets at project start and before end and specialized leaflets for local events (2.050 in English and 2.900 in local languages) (O4) 1.500 Promotional posters with different thematic – 100 per partner (O4)

108.603,56 EUR

2.2

National and regional capacity building activities - 14 workshops/seminars: WP3: ER, IGR, IGME 2x, METE, MINGORP, RGF, ANPAR;WP4: MBFH 2x,WP4 and 5: ER, IGR, IGME, TUC

CRO

GR RO AL

HU

ER GR

SR

GR ER

RO

HU

GR TU

IGR

ER, PARMA, IGR, IGME, METE, MINGORP, RGF, ANPAR, MBFH, TUC

13 Regional and national capacity building workshops organized (O6 and O7)

84.029,52 EUR

2.3

Transnational capacity building activities (workshops, mobilisation campaign, stakeholder forums, international roundtable, final conference): CRO - Split, RO - Bucharest, GR- Pella/Thessaloniki, AT- Leoben, SLO - Ljubljana

CR RO MILANO

GR AT SLO

IGR

MINGORP & MGK10, IGR & FGG, PELLA & IGME, MUL, GeoZS

6 Transnational capacity building events organized (O5)

142.319,20 EUR

WP3 EXTRACTION AND DEMOLITION SITE LEVEL ACTIVITIES IGME 483.426,34 EUR

3.1 Environmentally friendly extraction practices TUCIGME, ER, PARMA, FGG, MINGORP, RGF

5 Preparatory reports on the basis of case study analyses of each location: MINGORP, IGME + PELLA, ER + PARMA, FGG, RGF (O1a)1 Synthesis report on the basis of preparatory reports on environmentally acceptable quarrying (O9)2 Study visits at partners’ locations (O8)2 Prepared recommendations for socially acceptable quarrying for industry and for authorities (O10) 118.564,70 EUR

3.2 Illegal quarrying IGRMETE, PELLA, IGME, MINGORP, ER, PARMA

5 Preparatory reports on the basis of case study analyses of each location: ER, MINGORP, METE, PELLA + IGME, IGR (O1a)1 Synthesis report on the basis of preparatory reports on prevention of illegal quarrying (O9)1 Study visit at partners’ locations (O8)1 Prepared recommendations on socially acceptable mining (O10)1 Action plan for social licence to quarry (O12)1 Database framework for illegal quarrying (O13) 174.432,40 EUR

3.3 Recycling ANPAR IGME, IGR, GeoZS, METE

5 Preparatory reports on the basis of case study analyses of each location: METE, IGME, ANPAR, IGR, GeoZS (O1a)1 Synthesis report on the basis of preparatory reports on recycling (O9)2 Study visits at partners’ locations (O8)1 Manual on life cycle analyses (O4) - 2200 copies: 30 per partner in English + 280 for LP; 100 per partner in local language1 Prepared recommendations on quarry waste (O10)1 New service developed: scheme for lifecycle analysis (LCA) (O19) 102.535,70 EUR

3.4

Preparation of a joint handbook for stakeholders' decision making at local level: How to achieve aggregates resource efficiency in local communities: environmental footprints, recycling & illegal quarrying IGME

TUC, IGR, ANPAR, ER, RGF, FGG, PARMA, MINGORP, METE, PELLA, GeoZS

1 Joint manual for stakeholders' decision making at local level: How to achieve aggregates resource efficiency in local communities (O4) - 2200 copies: 30 per partner in English + 280 for LP; 100 per partner in local language 87.893,54 EUR

WP4 REGIONAL AND NATIONAL LEVEL ACTIVITIES MBFH 475.849,80 EUR

4.1 Sustainable aggregate resource management (SARM) MBFH

MUL, TUC, PELLA, ER, MINGORP, RGF/ALL COUNTRIES

10 Preparatory reports on the analysis of legislation and procedures in each participating country (O1a)1 Synthesis report on SARM in all countries (O9)2 Recommendations on effective implementation of (EU) legislation; for effective aggregate policy and management (O10) 182.335,60 EUR

4.2 Planning for security of supply (SSM) ER

METE, MUL, PELLA & IGME, MINGORP, FGG, ANPAR, PARMA, TUC, GeoZS

7 Preparatory reports on the national (4: SI - GeoZS, HR - MINGORP, AL - METE, RO - FGG/IGR) or regional supply (3: AT Styria - MUL, GR Pella, IT Parma) (O1a)1 Synthesis report on SSM in all countries (O9)1 Recommendations for development and land use planners (O10)1 GIS in management of aggregates in terms of resources availability and exploitation, use, transportation types and routes (O13) 293.514,20 EUR

WP5 SEE TRANSNATIONAL LEVEL ACTIVITIES MUL 327.137,98 EUR

5.1 Harmonization of legislation and policies IGME

MUL, MINGORP, FGG/IGR, GeoZS, MGFH, ER

1 Synthesis report on activity 5.1 (O9)1 Recommendations on the transnational level for decision-makers on SARM (O10)1 Service: structure and protocol for AIS (data, information, maps, legislation, protocols, etc.) as infrastructural ground for regional centre (O19)4 Reports on case studies on harmonization: transborder AT-SI-HU-HR; 3X crossborder: GR-FYRM; RO-BG; IT - AT, FR(O1a) 65.457,56 EUR

5.2 Sustainable supply across SEE regions or countries MUL

METE, PELLA, MINGORP, MBFH, GeoZS, FGG, MGK10

1 Synthesis report on activity 5.2 (O9)3 Study visits combined with transnational events (30 persons per visit) (O8)1 Recommendations on the transnational level for decision-makers on SSM (O10)5 Reports on case studies on sustainable supply: transborder AT-SI-HU-HR; 4X crossborder: ALB, GR, BIH, RO (O1a) 104.919,72 EUR

5.3

Preparation of a common manual on sustainable aggregates resource management and supply mix on regional, national and transnational level MUL

MBFH, MUL, TUC, PELLA, ER, MINGORP, RGF, METE, IGME, FGG, ANPAR, PARMA, GeoZS, MGK10

1 Manual on SARM and SSM at regional, national and transnational levels - 2200 copies: 700 copies in English (30 per partner and 280 for LP) and 1.500 in local languages (100 per partner) (O4)

78.365,30 EUR

5.4Sustainable aggregates supply follow-up activities: setting the ground for a regional centre for sustainable aggregates supply GeoZS

MUL, IGME, TUC, MBFH, IGR, FGG

1 Feasibility study for the Regional Centre on SARM and SSM (O9)1 Joint action plan for establishment of the Regional Centre on SARM and SSM (O12) 78.395,40 EUR

2 Common agreements formulated on transnational level for decision-makers on SARM and on SSM (R7)1 Common methodology adopted among partners on Aggregate Intelligence System (AIS) (R8)2 New tools developed: 1 manual for stakeholders on regional, national and transnational level and 1 methodology (AIS) (R13)1 Pilot action prepared on trans-border area AT-SI-HR-HU on cross-border supply of aggregate resources (R15)1 Pilot action implemented on trans-border area AT-SI-HR-HU on cross-border supply of aggregate resources (R16)1 Advanced tool adopted to improve knowledge management within the partnership: AIS (R19)30 Individuals benefiting directly from newly developed service on AIS (R22)1 Investment proposal prepared for the regional centre on sustainable aggregates management (R23)

4 Common agreements on recommendations for environmentally friendly quarrying, recycling and illegal quarrying for industry and authorities (R7)2 Common methodologies adopted among partners on database framework on illegal quarrying and LCA scheme (R8)4 New tools developed: 2 manuals for stakeholders on local level and 2 methodologies (database framework on illegal quarrying and LCA scheme) 3 Environmental impact studies – synthesis reports (R14)3 Pilot actions prepared for each activity of WP3: Greece for 3.1 and 3.3, Albania, Tirana for action plan and database framework, Slovenia for LCA (R15)3 Pilot actions implemented for each activity of WP3: Greece for 3.1 and 3.3, Albania, Tirana for action plan and database framework, Slovenia for LCA (R16)3 Tools adopted to improve knowledge management within the partnership: study visits, joint methodology on database framework and LCA analysis (R19)30 Employees in quarries benefiting directly from newly developed service for LCA (R22)20 Private market reactions achieved by increasing environmentally friendly quarrying (R24)

3 Common agreements on implementation of (EU) legislation; for aggregate policy and management; and for development and land use planners (R7)1 Common, interoperable methodology adopted among partners on GIS (R8)6 Regional/local policies improved on SARM and SSM in participating regions as partners or observers: PELLA, PARMA, ER, MGK10, RCM, ACHAIA (R11)1 New tool developed: methodology on GIS (R13)3 Advanced tools adopted to improve knowledge management within the partnership: SARM, SSM and GIS (R19)23 Regions proactively promoted by all partners and observers (R20)2 Common management structures established on SARM and SSM (R21)15 Infrastructure of common interest improved: regional aggregate supply improved by Aggregate Intelligence System in 15 regions (one per partner) (R26)

WP/ activity

all

1 Website - permanent information source in operation (R1)9900 Individuals reached through dissemination of the manual (3.300 per manual) (R2)5940 Individuals reached directly through dissemination outputs in the co-operation area – leaflets (R2)100 Individuals reached directly through dissemination outputs in the co-operation area – press conferences (R2)1000 Individuals reached directly through dissemination outputs in the co-operation area – posters (R2)500 Administrative actors reached directly through dissemination outputs in the co-operation area (R3)1500 Private sector actors reached directly through dissemination outputs in the co-operation area (R4)1000 SME reached directly through dissemination outputs in the co-operation area (R5)7 Advanced tools adopted to increase project visibility: website, manuals, workshops, articles, press conferences, leaflets, posters (R6)150 Staff members with increased capacity (awareness/knowledge/skills) (5 per partner) (R18)

1 Quality assurance plan (management plan)5 Project meetings held6 financial and progress reports6 Evaluation reports 1 Common management structure established

ResultsTotal amount

per WP/activityWP/ activity

WP/activity leader

Core group members Outputs

Duration: year/ months red line: reporting periods2009 (may - dec) 2010 (jan - dec) 2011 (jan - oct)

VII. Guidelines for preparation of outputs

Output standards

Editing guidelines

Output cover page

2nd page of the output

VIII. Internal and external evaluation Internal evaluation:

a. Quality Management Board = planning & ecvaluation of outputs & results

b. Internal technical evaluation – Alianta

c. Evaluation of events - TUC

External evaluation:

Advisory Board = 3 external experts

Scientific evaluation of results and achieved objectives

X. Reporting Reimbursement of costs Reporting methods Reporting procedure Eligibility of costs

– Staff costs - Overheads – Travel and accommodation - Equipment– Financial charges and guarantees

10 % flexibility rule Partner Report 2nd period after the coffee break

Reporting – TEMPLATES

Basis Partner Report tool

Indicators table

Timesheets

Internal monthly activity report

XI. Monitoring and auditList of documents to be retained (1)

No. Document Lead Partner Project Partner

1 Approved Application Form original copy

2 Partnership Agreement (and its amendments) original original

3 Subsidy Contract original copy

4 Amendments of the Subsidy Contract original copy

5 Progress Reports original Not relevant

6 Applications for Reimbursement original Not relevant

7 Partner Reports copy original

8 Declarations on validation of expenditure original original

9 Each invoice and accounting document of probative value related to project expenditure (originals to be retained at the premises of the project partner concerned)

only the LP’s invoices in original only PP’s invoices in original

XI. Monitoring and auditList of documents to be retained (2)

No. Document Lead Partner Project Partner

1 Approved Application Form original copy

2 Partnership Agreement (and its amendments) original original

3 Subsidy Contract original copy

4 Amendments of the Subsidy Contract original copy

5 Progress Reports original Not relevant

6 Applications for Reimbursement original Not relevant

7 Partner Reports copy original

8 Declarations on validation of expenditure original original

9 Each invoice and accounting document of probative value related to project expenditure (originals to be retained at the premises of the project partner concerned)

only the LP’s invoices in original only PP’s invoices in original

Thank you for your attention.

We continue after the coffee break.